Programme Assistant at UNICEF

Job Description

(adsbygoogle = window.adsbygoogle || []).push({}); UNICEF is the world’s largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

How can you make a difference?

Budget Monitoring

Monitoring and reporting of budget related key performance indicators for the Unit. Regularly monitoring budgets and financial expenditures by employing applicable tools, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision and/or follow up. Carrying out transactions in VISION, ensuring programme results, activities and programme coding are as per annual work plans (AWPs) and making amendments and alterations as per unit revisions, when necessary and tracking expiring programme grants. Liaise and coordinate with Other HQ teams, divisions, regional and country offices on budget management tasks, including specific support to the daily management of the Funds. Assists in the preparation of budgets on travel costs and maintain travel plan and budgetary control records.

Office Planning & Management

Arrange meetings (in person and virtual) for the team, prepare agenda, take meeting minutes and coordinate specific follow-up, as needed Facilitate capacity development activities, workshops, and events by making the logistical arrangements, engaging with facilitators and guests, as needed. Preparing monitoring and reporting information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results. Helping prepare periodic or ad-hoc financial reports and donors to support the team in optimizing use of programme funds. Assist the team with travel arrangements and entitlements based on the organization’s rules and policies. Liaise with relevant travel focal points to ensure compliance. Maintains office calendar and arranges meetings Communicates routine and some non-routine information pertaining to the work of the team Takes minutes of meetings, ensuring accuracy, attention to detail and coherence Prepares and maintains agendas on meetings and events related to the work group commitments.

Procurement/Operations

Supporting procurement and contracting of individual consultants/contractors, Institutional contracts, Programme Cooperation agreements, UN-UN agreements and Recruitment of interns as per the annual work plans. Lead the management of administrative supplies, office equipment, and updating of inventory. Liaise with the Operations Hub in coordinating the onboarding and offboarding of new staff, management of team’s office space, and finance related issue. Provides travel assistance to staff members in section for travel arrangements and based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel

Perform any other duties and responsibilities assigned as required

To qualify as a champion for every child, the candidate must have…

Completion of secondary education in public administration, finance, international relations, political science, or another relevant technical field is required. A minimum of five years of administrative or clerical work experience is required. General Service Staff are recruited locally. Candidates must be in possession of an existing visa/work permit or be a resident/citizen of Kenya and/or a commuting area to be considered eligible for this position Prior experience in programme support functions is an asset. Relevant experience in a UN system agency or organization is considered as an asset. Ability to work effectively with people of different national and cultural backgrounds. Ability to effectively manage the section’s material resources and monitor its budget. Experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint. Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.